procurement of hplc systems for quality evaluation
TRANSCRIPT
Procurement of HPLC Systems for Quality Evaluation Laboratories of Spices Board
on buyback
Tender Ref. No. SB/QEL/MUMBAI/HPLC/2020 Date: 06.10.2020
MSTCL Tender No. SPICEB/20-21/ET/3
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I. Tender Notice
TENDER NOTICE
Tender No. SB/QEL/MUMBAI/HPLC/2020 Date: 06.10.2020
Spices Board, Ministry of Commerce and Industry, Govt. of India is inviting bids through e-
tendering system under the single stage: two bid system (separate technical and commercial
bids) from eligible bidders for the supply, installation and commissioning of HPLC
Systems for Board‟s Quality Evaluation Laboratory situated at Mumbai.
The tender document with details of technical requirements and terms & conditions for this
tender are available for download in the Spices Board‟s Website (www.indianspices.com),
Government e-procurement portal (https://etenders.gov.in/eprocure/app) and MSTCL e–
procurement portal (https://www.mstcecommerce.com/). The tenders have to be submitted
online via MSTCL e-procurement portal.
Last date for submission of the bids online via MSTCL website is 5:00PM on 06.11.2020.
All bids must submitted online along with all necessary documents uploaded as PDF file, as
detailed in the specifications and terms & conditions outlined in the tender document. The
bids are required to be submitted online in two separate parts, i.e. technical bid and financial
bid. The Technical bid will be opened at 10:00AM on 09.11.2020 at the Spices Board Head
Office. The financial bids of bidders whose technical bids get qualified would be opened at a
later date.
Sd/-
SECRETARY
SPICES BOARD, KOCHI
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II. Table of Contents
I Tender notice 2
II Table of contents 3
III Introduction 4
IV Job description 4
V Scope of the tender 5
VI Eligibility criteria 5
VII Tender Schedule 5-6
VIII Details of the equipment 6
IX EMD Requirement 6-7
X General conditions of the tender 7-8
XI Specific conditions of the tender – Technical 8
XII Warranty and performance security 8-9
XIII Tendering format 9-10
XIV Amendment of tender documents 10
XV Submission and opening of the tender 10-11
XVI Evaluation of the tender 11
XVII Evaluation of the technical bid – scoring pattern 11-12
XVIII Evaluation of financial bids 12-13
XIX Purchase order and terms of payment 13-15
XX Format of Agreement 15-17
XX1 Applicable Low and Legal Jurisdiction 18
Annexures 1 - 12
Appendix 1
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III. Introduction
The Spices Board is an autonomous body under the Ministry of Commerce and Industry
(Govt. of India) with a mandate to promote the export of spices and spice products from
India. Quality Evaluation Laboratory of the Board at Kochi was established in 1990, to
evaluate the quality of the spices produced in different producing centres across the country,
to assess the quality and safety of spices and spice products exported from India, and to
render analytical service to the stakeholders in spice sector, viz. exporters, traders, farmers,
research organizations etc.
IV. Job Description
Spices Board is inviting bids through e-procurement system at MSTCL e-commerce website
(https://www.mstcecommerce.com), in a two-bid system in separate covers (i.e. Technical bid
and Financial bid, online submission) from eligible bidders for the supply, installation and
commissioning of HPLC Systems (02 numbers) to Quality Evaluation Laboratory (hereafter
QELs) situated at Mumbai. Please refer to Appendix 1 for more details on online MSTCL
online e-procurement system. The tender document can also be downloaded from the Board‟s
website at www.indianspices.com.
Interested bidders may obtain further information from the Head office of Spices Board at the
address given below from 10:00 to 17:00 hrs. (IST) on all working days:
Quality Evaluation Laboratory
Spices Board
(Ministry of Commerce and Industy, Govt. of India)
Sugandha Bhavan, N. H Byepass,
Palarivattom PO, Kochi - 682025, Kerala
Ph: 04842333610 - 616, Ext. 270, Email: [email protected]
Detailed tender document may be downloaded from procurement portal
https://www.mstcecommerce.com, or from Spices Board Website, www.indianspices.com.
Deadline for submission of bids: The bids shall be submitted online at
https://www.mstcecommerce.com after logging in as a „bidder‟, and following the
instructions appearing on the screen. Also refer to Appendix 1 of this tender document for
more details for submitting the bids online. The bidder should go through the tender
document carefully and prepare the technical bid supporting document as specified in the
tender document in PDF form, and uploaded along with the technical bid. Incomplete /
inappropriate supporting documents can cause the bid to be rejected. The bidder is requested
to go through all the terms and conditions of the tender before submitting their offer.
Deadline for submission of bid: 5:00PM on 06.11.2020. The tender fee has to be paid by the
bidder at MSTC website (pl refer Appendix 1). The EMD has to be received in original as
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detailed in the EMD section below, and a scanned copy of the EMD has to be included in the
supporting document PDF.
V. Scope of the tender
Tenders are invited for the supply, installation and commissioning of two HPLC systems,
the technical specifications of which are mentioned in Annexe 1 of this document, at the
Board's Quality Evaluation Laboratory situated at Mumbai. The contact details of the
laboratory is given below.
Scientist C , Quality Evaluation Laboratory,
Spices Board, EL-184, TTC, MIDC, Mahape
Navi Mumbai, Maharashtra – 400710
Ph: 027630035/37/38
Email: [email protected]
VI. Eligibility Criteria
1. The bidder shall be an agency having minimum financial turnover of Rs. 5 crore and
above in the relevant business in a financial year, during the last three years
commencing from 2016-17. The bidder shall submit audited balance sheet for the last 3
years.
2. The bidder should have minimum experience of 5 years in the relevant field
(supply and service support of HPLC). Proof for the same shall be submitted with the
technical bid (Eg. Copies of purchase orders during the relevant period, 2014-2019).
3. The bidder should have supplied and installed at least 3 numbers of same / similar
equipment in India within the last three calendar years. Details are to be provided in
Annexure 5.
4. The bidder shall submit copy of GST registration and PAN Card with the
technical bid.
5. The bidder should not have been blacklisted by any government organizations in
India. A declaration in this regard should be submitted along with the technical bid (Annexure
6).
6. The bidder should have adequate number of technically qualified personnel
essential for the successful installation and service support for the quoted instrument, a list
of technically qualified personnel available and responsible for providing service support
at the installation location (Mumbai) should be submitted along with the technical bid
(Annexure 7).
7. The bidder should submit an undertaking for the comprehensive warranty and specific
technical requirements of all instruments and installation location as per Annexure 11.
Only the tenders which provide the above detailed information will be considered eligible
and responsive.
VII. Tender Schedule
Tender enquiry no. SB/QEL/MUMBAI/HPLC/2020
Instrument detail HPLC Systems complete package
Transaction fee (payable to Rs. 4,800/- (i.e Rs 2,400/-per equipment )
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MSTCL)
EMD Amount Rs. 1,60,000/-
Tender validity 180 days
Publish date 06/10/2020
Clarification start date 06/10/2020
Clarification end date 24/10/2020
Bid submission start date 10/10/2020
Bid submission end date 06/11/2020
Technical bid opening date 09/11/2020
VIII. Details of the Equipment
Equipment Quantity Technical Specifications
1 HPLC system, complete
package
02 As per Annexure 1
Location for installation of new systems
(Please see Section V above for details)
HPLC offered under Buyback
Location Model
QEL Mumbai QEL Mumbai HPLC x 02 Nos.
Please see Annexure 1, Section III for instruments offered under buyback in this tender.
IX. EMD Requirements
Bidders should submit an EMD equal to Rs. 1,60,000 (Rs. 80,000/- per instrument, total 02
instruments) along with the tender by way of Demand Draft drawn in favour of “Secretary,
Spices Board” payable at Kochi, from any nationalized bank. The EMD shall be valid for
three months. Bank Guarantee will not be accepted towards EMD.
1. The technical bid without EMD will be rejected unless specifically exempted by the
Government from payment of EMD for which reasons and proof have to be enclosed.
2. EMD of the unsuccessful bidders will be refunded (without any interest) within 45
days from the date of opening of tender.
3. EMD amount of the successful bidder will be refunded (without any interest) within
30 days after acceptance of purchase order and submission of the performance guarantee, if
applicable, as mentioned in the relevant section.
4. EMD will be forfeited if the vendor withdraws or amends its tender or derogates from
the tender in any respect within the period of validity of its tender.
5. EMD shall be submitted in sealed envelope, superscribing the words “Tender for
HPLC Systems for QEL, Mumbai, Spices Board - 2020” through Speed Post/Registered
Post/by Hand to reach the following address on or before closing time of the tender.
Scientist in-charge,
Quality Evaluation Laboratory,
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Spices Board, Ministry of Commerce and Industy (Govt of India)
Sugandha Bhavan, N.H. Bye-pass,
Palarivattom PO, Kochi – 682025
Kerala
X. General conditions of the Tender
1. The Tenderer has to go through the instructions in the tender notice (general
instructions and the instructions stipulated in the technical specifications of the instrument in
Annexure 1) and prepare the tender for submission.
2. In the event of documentary proof as required being not enclosed, the Tender shall
be liable to be rejected. All pages of the bid, except for unamendable printed
literature, shall be signed by the authorized person or persons signing the bid along with
the stamp of the tenderer.
3. The support documents needed for the tender are to be uploaded as PDF files only.
Multiple documents can be uploaded, with Maximum size of single document for upload is 3
MB. Please refer to Appendix 1 for more instructions in uploading the tender documents. The
uploaded documents should include all the documents required as per eligibility criteria, and
also the documents required as per the annexures of the tender document. Any of the missing
documents under these requirements will render the tender unresponsive.
4. Each tender document, unless unamendable printed matter such as brochures of the
instrument, should be clearly marked with headings and should have a short note explaining
against which tender requirement the document is being submitted. All documents uploaded
should be in English language. In case of copy of earlier work orders and the
performance certificates supporting the claim of past performance of the tenderer, it
shall be attested by the client institution/ organization where the same have been supplied and
installed. scanned copies of the same shall be provided in PDF format.
5. The documentary evidence (other than those regarding supply and past performance)
submitted along with the Tender shall be produced duly attested by the tenderer on
every page and serially numbered. Any interlineations, erasures or over writing shall be
valid only if they are initialled by the person (s) signing the offer.
6. Tenderer shall submit a declaration letter as per the format given as Annexure 6 and
copy of amendments of the tender published, if any, signed by the tenderer or the authorized
representative shall be enclosed as part of the technical bid as a proof of having read and
accepted the terms and conditions of the tender .
7. If the bidder is a representative of the original equipment manufacturer (OEM), then
the authorization from the OEM should be included in the technical bid.
8. If at any time any misrepresentation of facts / documents / supply of equipment below
the standards assigned come to notice, the contract is liable to be cancelled at the risk and
cost of the bidder.
9. An offer submitted in vague /ambiguous financial terms and the like, shall be
termed as non-responsive and shall be summarily rejected.
10. Clarifications to specific requests shall be responded through e-mail and general
clarifications, affecting all the tenderers shall be published in the official website of the
Spices Board (www.indianspices.com) and at the MSTCL e-commerce website where the e-
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tender is hosted. However it shall be the duty of the prospective tenderer to ensure that the
clarifications sought with regard to the tender has been properly received in time at Spices
Board.
11. Any clarification on the tender procedure shall be obtained from Spices Board
Quality Evaluation Laboratory, Kochi and the contact numbers 0484 2333610 (ext
329/340/338).
12. The prices quoted in the tender should be valid for purchase of the two HPLC
instruments including the full package of accessories, by Spices Board in a staggered
manner, over a period of one year from the date of issue of the purchase order to the
successful bidder.
XI. Specific Conditions of the Tender – Technical
1. The calibration of the HPLC instrument should be performed by the supplier at
intervals of 6 months, throughout the warranty period. This is an essential clause of the
warranty.
2. Valid solutions (Caffiene/Anthracene or any other standard solution, as required to
cover entire calibrations) should be carried to the site and used by the engineer who performs
the calibrations, and the validity certificate and certificate of analysis of the solution used
should be attached along with each calibration report.
3. The complete HPLC system package, inclusive of the supporting instruments listed in
the tender document, should be covered in the 5-year comprehensive warranty. During the
comprehensive warranty period, any spare or accessory that is found faulty should be
replaced free of charge.
4. During the period of comprehensive warranty, each breakdown has to be attended
promptly by the service department and telephonic support should be provided without delay.
In case it is felt by the laboratory that an on-site visit is required, then such a visit should be
arranged within 24 hours of intimation by the laboratory.
5. Any consumables that are not covered under the 5-year comprehensive warranty
should be listed in Annexure 4 and submitted along with the tender. All items that are not
listed in Annexure 4 will be replaced free of charge when required.
6. The performance qualification of the instrument should include method development,
standardization, validation and training of laboratory personnel, for trace level analysis of
mycotoxins and illegal dyes in spices.
7. Annexure 11 agreeing to the above conditions should be signed by the bidder.
XII. Warranty for the HPLC systems, and Performance Security
1. The instruments will have comprehensive warranty for a period of 5 years from the
date of installation. An undertaking for the comprehensive warranty should be submitted by
the bidders, as per the format given in Annexure 11.
2. The comprehensive warranty should cover the complete system, including all spares
and all consumables which are not listed out in Annexure 4.
3. The comprehensive warranty supporting systems quoted along with the system,
including all spares and all consumables which are not listed out in Annexure 4.
4. The successful bidder has to submit individual performance securities for each
instrument supplied, valid till 60 days beyond the date of completion of all contractual
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obligations of the supplier, including the warranty obligation of the systems as above, for
an amount equal to 20% of the total value of the instrument as specified in the bid
document. Performance security maybe furnished only in the form of a Bank Guarantee
from a Commercial bank in favour of Secretary, Spices Board.
5. The performance security will cover all the terms and conditions, as mentioned in this
tender / purchase order issued to the successful bidder, and will be forfeited if any of these
conditions are violated during the validity period of the performance security as mentioned
above.
XIII. Tendering Format
The tender shall be submitted online in two cover system duly scanned and digitally
signed by the authorized representative of the bidder as follows:
1. Technical bid
a. Online bids should be submitted containing scanned copy of following
documents in Cover-1 for documentary proof, for fulfilling qualifying criteria/
requirements failing which the offer shall liable to be rejected.
b. Earnest Money Deposit (refundable).
c. Transaction fee of Rs. 4,800/- (i.e Rs 2,400/-per equipment , non refundable, refer
tender schedule above )
d. The bidder or his authorized representative shall sign and upload all the documents,
owning responsibility for their correctness/ authenticity and submit declaration in
respect of acceptance of terms and conditions of tender document.
e. Self-attested copy of PAN and Goods & Service Tax (GST) registration
certificate.
f. Self-attested copy of Trading and Profit & Loss Accounts/Balance sheet/ Certificates
audited by CA in fulfilment of Eligibility Criteria.
g. In case the tenderer is an authorized supplier of the instrument quoted and not the
original equipment manufacturer (OEM), then a duly signed letter of authorization from the
OEM shall be submitted.
h. Self-attested Copies of previous purchase orders and completion certificates in
fulfilment of eligibility criteria given in tender document Section VI, point 2.
i. Self-attested Copy of authorization certificate i.e. authorized Dealer/ Distributor/
Channel partner or documents in support of manufacturer.
j. Compliance statement marked as per Annexure 1 of the tender document
k. Technical Data Sheets to be submitted as per the tender / Annexure 1 and 2
l. All Annexures , duly filled, stamped and signed .
m. If the Cover-1 i.e. technical bid does not contain any of the above mentioned
documents or contains incomplete or unsuitable technical specifications of the item to be
supplied, then the offer shall be deemed liable for rejection/ disqualification.
The respective Cover– 2, i.e. financial bid of the technically disqualified offers
shall not be opened. The bidders are cautioned that divulging any financial
information in Cover-1 (Technical bid) will result in rejection of their tender.
2. Financial bid
a. The financial bid shall be submitted in the enclosed format in Annexure 9, only
online through MSTCL e-commerce website. No financial information should be submitted
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at any time in print during the tender process. Any such instance occurring will make the bid
unresponsive.
b. The quoted price shall be inclusive of all charges, inclusive of customs clearance (if
any). Only documents needed for customs clearance will be provided by Spices Board. It
would be the successful bidder's responsibility to arrange customs clearance (if any) without
undue delay and delivery of the item(s) to the respective locations of Spices Board. All
incidental payments required during supply of the instruments shall be paid by the bidder and
will be reimbursed by the Board at-actuals, subject to providing actual invoices by the bidder.
c. The tenderer shall be responsible for payment of any charges due to any statutory
authorities such as Income Tax, CGST, SGST, IGST, Customs Duties etc.
d. Any column in the online submission of financial bid which is left blank will be
considered as zero and as included in the rate quoted for the instrument.
e. The rates shall be quoted strictly in the given format and should be inclusive of
all taxes, duties, Entry Tax, Statutory Charges, Insurance, Permit Charges, P&F charges,
Freight etc. (including purchaser liability, if any) as CIF charges to respective locations to
avoid any post consequences/discrepancies. However, all applicable Taxes & Duties
should be clearly mentioned by the supplier at the time of supply in their invoice. Supplier
should submit documentary proof of all at-actual payments with their invoice.
f. The tenderers who do not submit the technical bid (cover 1) within the stipulated date
and time will be treated non-responsive.
g. If the bids are not submitted as per the requirement of the above clauses, the Spices
Board shall assume no responsibility for the offer‟s misplacement and consequential
rejection.
XIV. Amendment of tender documents
1. At any time prior to the dead line for submission of Tender, Spices Board may, for any
reason, modify the tender document by corrigendum /addendum.
2. The corrigendum /addendum shall be published in e-procurement website
(http://mstcecommerce.com) and Spices Board website (www.indianspices.com)
3. The tenderer shall submit copy of corrigendum /addendum published if any
signed by the tenderer or the authorized representative shall be enclosed as part of the
technical bid as a proof of having read and accepted the terms and conditions of the
tender document.
XV. Submissions and opening of Tender
1. The bid should be submitted online at website http://mstcecommerce.com
only, by the due date of 06.11.2020 and time till 5:30PM. The server date & time as
appearing on the e-tender website shall only be considered for the cut-off date and
time for submission of bids. Offers sent through post, telegram, fax, telex, e-mail, and
courier or by any other mode will not be considered.
2. The technical bids will be opened on 09.11.2020 at 10AM. In case of date of opening
is declared, as holiday tender will be opened on next working day at same time.
3. Only those bidders shall be considered qualified who submit requisite EMD and
documents accept all the terms & conditions of the Tender document unconditionally
and meet the qualifying requirement stipulated in the Tender document. The decision of the
Spices Board shall be final and binding in this regard.
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4. The bidder shall bear all cost associated with the preparation and submission
of its bid and Spices Board will in no case be responsible or liable for any cost, regardless of
the conduct or outcome of the tendering process.
5. The prospective bidder requiring any clarification of the tender document may
obtain the same over phone/email from Spices Board at 0484-2333610 (Ext. 329 & 340 ) /
[email protected]/[email protected] till 07 (Seven) days before the deadline for
submission of the tenders. If any further clarification is required by the bidder in respect of
items wherein specification are not defined or if any doubt is there about any
specification, bidder may personally visit the Head Office at Spices Board, Sugandha
Bhavan, Palarivattom, Kochi- 682025, Kerala. However, this shall not become the reason
for claiming extension of the deadline for the submission of the tenders.
6. Spices Board shall not be bound to respond to the request from the prospective
bidders and this shall not become the reason for claiming extension of the deadline for
the submission of the tenders.
XVI. Evaluation of Tender
1. The commercial terms and technical aspects of the documents submitted as part of
the technical bids shall be scrutinized by a bid evaluation committee constituted by Spices
Board.
2. The bid evaluation committee will also verify the veracity of claims in respect of the
known performance of the equipment offered, the experience and reputation of tenderer in the
field, the financial solvency etc.
3. The decisions of the bid evaluation committee on whether the tenders are responsive
or non-responsive or requiring clarifications will be intimated to respective bidders.
4. The decisions of the bid evaluation committee will be further scrutinized by the
Purchase Committee constituted by Spices Board.
5. A tenderer, at any stage of tender process or thereafter, in the event of being
found after verification by the Spices Board to indulge in concealment or misrepresentation
of facts, in respect of the claims of the offer, shall be debarred/black listed.
6. Spices Board's decisions on the tender submitted shall be based on the decisions taken
by the various committees and otherwise as per the clauses as mentioned above.
7. Arithmetical errors shall be rectified on the following basis: If there occurs a
discrepancy between words and figures, the amount in words shall prevail and the offer
shall stand corrected to that effect. If the tenderer does not accept the correction of errors,
his offer shall be rejected.
8. Spices Board may waive any minor non-conformity or irregularity in an offer, which
does not constitute a material deviation, provided that the same shall not prejudicially affect
the interest of the other tenderers.
9. If deemed necessary, as in the case of sophisticated equipment, the Board may decide
for an onsite verification of technical claims of a bidder at the bidder‟s own applications lab,
before completing the technical evaluation.
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XVII. Evaluation of Technical bid- scoring pattern
Sl. No. Scoring criteria Max Score
1 No of installation of the Quoted Model(s) in India
(Food testing) other than Spices Board (1
point/installation)
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2 Application support in spices and spice products-
availability of technical literature, Peer reviewed
papers/ application notes, for the quoted
equipment, for analysis of illegal dyes and
mycotoxins, in any spices/spice products, can be
submitted. One point per paper/ application note.
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3 24x7 Online/ Tele Service Support.
(for Yes- 5 point, No- 0 point)
5
4 Number of service engineers capable of providing
service for quoted model- see Annexure 7- State
wise (Maharashtra)
10
5 Number of Application specialists for quoted
model- see Annexure 7- State wise (Maharashtra)
10
6 Technical compliance as per Annexure 1. A score
of 30 marks is mandatory and will be assigned
when the bid qualifies for all the essential technical
requirements. For complying with the
requirements, marked desirable, a score of 10 will
be assigned.
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7 Evaluation of performance evaluation data as per
Annexure 8. Any deviation from the requirement
criteria will be forfeit this score
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Total 100
XVIII. Evaluation of Financial Bids
1. Only the financial bids of the technically qualified tenderer(s) will be opened
after completion of evaluation of technical bids.
2. The opening of the financial bid shall be done online by Spices Board by a committee
constituted for this purpose.
3. Tenderer shall refer to the financial bid format included in this tender document as
Annexure 9, and quote the financials in the respective fields and to be submitted online. The
financial bids submitted in any other formats will be treated as non-responsive and not
considered for tabulation and comparison.
4. Financial bid offered shall be all inclusive, and with option for quoting in INR or
foreign currency. Financial comparisons will be based on the exchange rates of the above
currencies to Indian Rupee, as on the morning of the financial bid opening date.
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5. Financial bid should be quoted inclusive of the supply, installation, training and
successful commissioning of the accessories and fulfilment of warranty/guarantee and after
sales service to the satisfaction of the Board,
6. Financials quoted by the Tenderer shall be fixed during the period of the contract
and not subject to variation on any account.
7. Financial variation due to statutory changes including CGST, SGST, IGST &
customs duty will be accepted during the running contract period before releasing the
Purchase Order on receipt of proper documents.
8. There shall also be no hidden costs.
9. Tenderer shall quote financials in all necessary fields in the available formats
(Annexure 9).
10. The tenderers shall offer financials of the accessories inclusive of all the accessories
mentioned in the respective technical specifications and under no circumstances offer
the essential accessories, without which the accessories cannot function properly, as
optional or left un-quoted.
XIX. Purchase order and terms of payment
1. The purchase order will be issued to the successful bidder after the tender evaluation
process, which will include the terms and conditions of the tender. The bidder should then
submit the acceptance of the purchase order to Spices Board, along with signed copy of the
terms and conditions of the purchase order.
2. Subsequently, the bidder will submit the performance security for each instrument, as
detailed in Section XII, point 4 above. Payment will be released from Spices Board only after
the receipt and confirmation of the performance security.
3. The payment shall be made in the currency/currencies specified in the contract. The
supplier shall send the payment claim (with relevant documents, as required) to the
appropriate paying authority as will be specified in the purchase order issued. Before
claiming any payment, the supplier shall ensure that all the contractual obligations for
claiming that payment have been duly fulfilled.
4. The payment shall be made in the following manner and on production of the
following documents:
a. Payment for goods supplied from abroad and quoted in foreign currency: On
shipment: 80% of the total price of the cost of the imported equipment shall be paid
through irrevocable letter of credit established in favour of the foreign supplier in a
scheduled commercial bank in India upon submission of the following documents:
i) Supplier‟s signed commercial invoice showing contract number description of
the supplied goods, corresponding quantity, unit price and the total value and name(s)
of the consignee(s) for the supplied goods.
ii) Original clean on-board bill of lading marked with freight pre-paid, consigned to
the interim/port of consignee country, evidencing description of the goods, quantities,
relevant details about the contract etc.
iii) Packing list, identifying contents of each package
iv) Insurance policy or certificate in duplicate endorsed in blank with claims payable
in India in the currency of the Letter of Credit.
v) Manufacturer‟s/supplier‟s warranty certificate and supplier‟s factory inspection
report.
vi) Certificate of origin
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vii) Supplier‟s certificate confirming that the amounts shown in the invoice are correct
in terms of the contract and that all the terms and conditions of the contract have been
complied with for claiming this payment.
viii) Any other document(s) and/or modification of above documents specified as per
the requirements mentioned in the terms and conditions of the ender / purchase order
issued to the supplier.
b. On final acceptance: Remaining 20% of the contract price of goods quoted in foreign
currency shall be paid within 30 (Thirty) days after satisfactory completion of all contractual
obligations for delivery, installation, demonstration, performance qualification of all
parameters as per technical requirements of the tender, and training to the staff of Spices
Board Lab(s), including the complete HPLC system and all accessories supplied along with
the system, including those quoted in Indian Rupees.
c. Payment of agency commission (if any): Payment shall be made in Indian rupees
within 30 (thirty) days, on completion of all the requirements specified under [b. On Final
Acceptance] above.
d. Payment for goods supplied from India and quoted in Indian Rupees: Payment
shall be made in Indian rupees within 30 (thirty) days, on completion of all the requirements
specified under [b. On Final Acceptance] above.
5. Operation of the letter of Credit: The payments effected through letter of credit,
shall be subject to the latest Uniform Customs and Practice for Documentary Credit, of the
international Chamber of Commerce. If requested specifically by the supplier, the letter of
credit will be confirmed, but the cost for the same shall be charged to the supplier‟s account.
6. Successful bidder shall also execute an agreement for the due fulfilment of the
contract within the period specified in the letter of acceptance. The bidder shall have to pay
all stamp duty/lawyer's charges and other expenses incidental to the execution of the
agreement .Failure to execute the agreement within the period specified will entail forfeiting
of Earnest money deposited by the supplier and with the Board
7. Delay in the supplier’s performance:
a. The supplier shall deliver of the goods and perform the services under the contract
within the time schedule specified by the purchaser in the purchase order issued to, and
accepted by, the supplier. Any unexcused delay by the supplier in maintaining its
contractual obligations towards delivery of goods and performance of services shall render
the supplier liable to any or all of the following sanctions (i) imposition of liquidated
damages, (ii) Forfeiture of its performance security and (ii) Termination of the contract for
default.
b. If at any time during the currency of the contract, the supplier encounters
conditions hindering timely delivery of the goods and performance of services, the supplier
shall promptly inform the purchaser in writing about the same and its likely duration and
make a request to the purchaser for extension of the delivery schedule accordingly. On
receiving the supplier‟s communication, the purchaser shall examine the situation as soon as
possible and, at its discretion, may agree to extend the delivery schedule, with or without
liquidated damages for completion of supplier‟s contractual obligations by issuing an
amendment to the contract.
c. When the period of delivery is extended due to unexcused delay by the supplier, the
amendment letter extending the delivery period shall, interalia contain the following
conditions: (a) The purchaser shall recover from the supplier, liquidated damages on the
goods and services, which the Supplier has failed to deliver within the delivery period
stipulated in the contract. (b) That no increase in price on account of any ground,
14
whatsoever, including any stipulation in the contract for increase in price on any other ground
and, also including statutory increase in or fresh imposition of customs duty, excise duty,
sales tax or on account of any other tax or duty which may be levied in respect of the goods
and services specified in the contract, which takes place after the date of delivery stipulated in
the contract shall be admissible on such of the said goods and services as are delivered and
performed after the date of the delivery stipulated in the contract. (c) But nevertheless,
Spices Board shall be entitled to the benefit of any decrease in price on account of
reduction in or remission of customs duty, excise duty, sales tax or any other duty or tax or
levy or on account of any other grounds, which takes place after the expiry of the date of
delivery stipulated in the contract.
8. The supplier shall not dispatch the goods after expiry of the delivery period. The
supplier is required to apply to Spices Board for extension of delivery period and obtain the
same before dispatch. In case the supplier dispatches the goods without obtaining an
extension, it would be doing so at its own risk and no claim for payment for such supply and /
or any other expense related to such supply shall lie against Spices Board.
9. Liquidated damages: If the supplier fails to deliver any or all of the goods or
fails to perform the services within the time frame(s) incorporated in the contract, the
purchaser shall, without prejudice to other rights and remedies available to the purchaser
under the contract, deduct from the contract price, as liquidated damages, a sum equivalent to
the percentage prescribed in the SCC of the delivered price of the delayed goods and/or
services for each week of delay or part thereof until actual delivery or performance,
subject to a maximum deduction of the percentage prescribed in the SCC of the delayed
goods‟ or services‟ contract price(s).
XX Format of Agreement
(In Rs.200/- Non-Judicial Stamp Paper)
THIS AGREEMENT is executed on this the …... day of ....... (Month), .....(Year)
between the SPICES BOARD, an autonomous body under the Ministry of Commerce
and Industry, Government of India, having its Head Office at Palarivattom, Kochi –
682 025, Ernakulam District, Kerala State (hereinafter referred to as “The Board”),
represented by its DIRECTOR (ADMIN) on the one part and
............................................................. (Name of the Address of the Company)
represented by its ........................, Shri ................................. (hereinafter referred to as
“the Contractor” on the other part).
WHEREAS in response to the MSTCL tender notification No. ............. dated
.................... the Contractor has submitted to the Board Quotation No. ................
Dated ................. for the Procurement of HPLC Systems for Quality Evaluation
Laboratories of the Board specified therein, subject to the terms and conditions
contained in the said tender;
15
WHEREAS the Contractor has also deposited with the Board a sum of Rs............... as
earnest money for the execution of an agreement undertaking the due fulfilment of the
contract in case his quotation is accepted by the Board.
WHEREAS the Board has accepted the Quotation/Offer No.............. dated ...............
submitted by the Contractor for the Procurement of HPLC Systems and accordingly
awarded Purchase Orders No. ..................... dated ..............., to the contractor at a total
cost of Rs....................
WHEREAS on acceptance of the quotation/offer and on awarding the Purchase
Orders, the Contractor has agreed to execute an agreement with the Board
incorporating all the terms and conditions under which the Board accepted his
quotation/offer.
NOW THESE PRESENTS WITNESS and it is hereby mutually agreed as follows:
1. The CONTRACTOR shall make the supplies specified in the Contract
Documents upon the terms and conditions and within the time specified in the
Contract Documents.
2. The tender documents and the Purchase Orders issued to the Contractor shall
be part of this AGREEMENT and all the terms and conditions therein shall be binding
on the CONTRACTOR.
3. In case the Contractor fails to execute the contract as per the terms and
conditions governing the contract, the Board shall have power and authority to
recover from the Contractor any loss or damage caused to the Board by such breach
as may be determined by the Board by appropriating the earnest money deposited by
the Contractor and if the earnest money is found to be inadequate the deficit amount
may be recovered from the contractor and his properties movable and immovable in
the manner hereinafter contained.
4. All sums found due to the Board under by virtue of this agreement shall be
recoverable from the Contractor and his properties movable and immovable under the
provisions of the Revenue Recovery Act for the time being in force as though such sums are
16
arrears of land revenue and in such other manner the Board may deem fit.
5. In witness whereof Shri. ................................................ (name and
designation) for and on behalf of the DIRECTOR (ADMIN), Spices Board, Kochi - 25
and Shri. .......................................... on behalf of the Contractor have hereunto set
their hands on the day and year shown after their respective signatures herein below.
SIGNED & DELIVERED SIGNED & DELIVERED
FOR AND ON BEHALF OF FOR AND ON BEHALF OF
SPICES BOARD THE CONTRACTOR
......................................... ….........................................
(Name & Designation) (Name & Designation)
(THIS THE …………....DAY OF ………….... Month ................Year )
IN THE PRESENCE OF: IN THE PRESENCE OF:
1. (Name & Signature) 1. (Name & Signature)
2. (Name & Signature) 2. (Name & Signature)
XXI Applicable Low and Legal Jurisdiction
The CONTRACT shall be governed and construed by Laws of India. Any legal proceedings
relating to the CONTRACT shall be limited to courts of law under the jurisdiction of High
Court of Kerala at Ernakulam.
17
Annexure 1
HPLC Systems
Number of systems Required : 02 Nos.
Locations for installation : See tender document Section V, Scope of the
tender.
Special conditions for tender : Buyback of two HPLC systems available in
the Board‟s QELs at Mumbai. See Section III
below.
I. Technical Requirements
1. The bidder has to submit online tender for two HPLC systems, as per the technical
specifications given in Table 1 below. Location for installation of these equipments is given
in Tender document Section V.
2. Technical compliances to each point in the specifications below have to be indicated
by a tick () mark.
3. The bidder has to sign each page of this document, and the signed copy of this
document has to be scanned as PDF for submission online.
4. Wherever documentary evidence is required against a technical specification, the
same has to be prepared with section headers and summary of the data submitted.
II. Preparing the Technical Bid:
The final Technical Bid should be prepared as PDF files covering following sections.
Also refer to Section XIII (I) in the tender document and Appendix 1 for details on how to
upload the documents required.
1. Scanned copy of this document with compliance indicated by tick () mark
against each of the technical specification in Table 1 below, signature of the
bidder on each page, and the undertaking in Section IV signed by the bidder
with company seal.
2. The data pertaining to each specification in Table 1 below that require
documentary evidence to be submitted, separated by section, clearly indicating
the specification for which data is submitted.
3. The scanned copy of the manufacturer‟s specification catalogue of the system
being quoted. If this is available online on the manufacturer‟s website, then a
link to the website will suffice provided it is accessible for reference to the
public without any login.
It maybe noted that incomplete submission of any of the above in the technical bid will
make the submitted tender liable for rejection.
18
Table 1: Technical Specifications
S.No Required Specification Complying () Documentary Evidence Required?
Pump
1 Number of solvents: Up to four
2 Composition accuracy: +/- 0.5%, composition precision at least 0.15% RSD
3 Suitable for nano, micro and semi-micro separations
4 Flow rate setting range 0.001 to 10 mL/min
5 Resolution : 3 nanoliter per step
6 Flow rate accuracy: 1% minimum
7 Flowrate precision Maximum 0.075% RSD
8 Gradient curve selections
9 Maximum operation pressure at least 6000 PSI
10 Pulsation 0.1 MPa
11 Safety functions like leak sensor, High pressure and low pressure limits
Autosampler
1 Automated operation and controllable through Software
2 Total volume of sample injection, variable injection volumes
3 Injection volume setting range 0.1ul to 100ul
4 Vials capacity at least 1.5 ml
5 Number of vials-100
6 Injection volume accuracy - 1% error maximum
Yes
7 Injection volume precision - 0.3% RSD maximum, for 10ul injection
Yes
8 Cross-contamination limit - 0.005% maximum
Yes
9 Number of repeat injections - 30 / sample
10 Operating pH range 1 - 14
11 Rinsing needle - settable through software, before and after injection
12 Operating temperature range 4- 35 °C
Degasser
19
S.No Required Specification Complying () Documentary Evidence Required?
1 Online membrane type degasser
2 Minimum 4 lines -4 mobile phases, inbuilt facility for auto sampler rinsing
degassed flow-line capacity 380ul
Column Oven
1 Temperature control from 4 – 85 °C
2 Temperature control precision 0.1 °C max
3 Controllable through instrument software
4 Storage capacity - minimum 3 columns
5 Safety functions like leak sensor, high temperature cut-off
UV-VIS Detector
1 Light source - D2 lamp
2 Wavelength range 190 nm - 700nm
3 Slit width 8 nm
6 Wavelength precision : ≤ ±0.1 nm
7 Wavelength accuracy: ± 1 nm
8 Should support for dual wavelength detection.
Fluorescence Detector
1 Light source: Xenon lamp
2 Wavelength range - 200nm to 650nm
3 Dual wavelength simultaneous monitoring
4 Spectral bandwidth 20nm
5 Wavelength accuracy ± 0.2nm
Software
1 The software should be capable of controlling all parts of the HPLC system.
2 Multi-system capable. Licenses required for adding additional systems/modules should be installed.
3 Capable of acquiring data from a minimum of 4 channels from the LC System.
4 Easy data processing, system suitability tests
5 Full-fledged reporting facility with customized report designers should be available.
6 The software should have facilities for calculating system suitability parameters
20
S.No Required Specification Complying () Documentary Evidence Required?
like S/N ratio etc without any additional licences.
Computer and Printer
1 Latest model computer with DVD writer and laser printer compatible with software to be quoted.
Accessories
1 All required standards of calibration for the HPLC detectors, and any other material required to make the instrument functional and for operational qualification should be provided
2 Pack of 100 vials, complete with septa and cap, should be included
3 One each of spare Xenon and D2 lamps should be provided
4 Spare Solvent filters (0.25 micron), 10 Nos, and Spare Autosampler Syringe, 1 No, of the same type supplied with the system.
III. Buyback of the Existing HPLC Systems
1. The two HPLC systems as per this tender have to be offered against buyback
of two HPLC Systems in as-is condition. Locations for the buy-back
instruments are as follows:
Shimadzu Prominence HPLC system with Autosampler 02 Nos. available at
Spices Board‟s laboratory at Mumbai, at the following address: Quality
Evaluation Laboratory, Spices Board, EL-184, Electronic Zone, TTC
Industrial Area, MIDC Navi Mumbai-400710
2. The bidder can inspect the instruments for buyback at the Board‟s laboratory
at Mumbai up to 3 days before the last date of the submission of this tender.
3. Any discount offered against the buyback should be indicated while entering
the financial bid in the online tender
4. The successful bidder should clear the above instruments from the Board‟s
laboratory before the shipment of the new instrument commences.
5. It will be under the discretion of the Board to trade or not trade the item under
buyback while purchasing the new equipment.
IV. Undertaking by the Bidder
It is hereby declared that, the details given above are correct as pertaining to the quoted
model, and all data and reports required for substantiation technical claims have been
submitted. It is also declared that all the terms and conditions mentioned above is agreed to
and will be strictly adhered to.
SIGNATURE OF TENDERER
SEAL OF THE COMPANY
DATE
21
Annexure 2
Format for submitting detailed technical compliance statement with specifications
Name of Equipment:
Make:
Model:
Details of
Specifications/
Parts/ Accessories
of Tender Enquiry
Specifications of
Quoted Model/
Part/ Accessory
Compliance
Yes/No
Deviation, if any to be
indicated in
unambiguous terms
(The compliance /
Deviation should be
supported by relevant
Technical Literature)
Technical Justification
for the Deviation, if any.
If specification is
superior / inferior than
asked for in the enquiry,
it should be clearly
indicated in the
justification 1
2
….
Terms and Conditions
1. The bidder is advised to state compliance for every field in the table of technical
specifications as indicated in Annex 1.
2. If the bidder fails to enclose this compliance document, the bid is likely to be rejected.
Signature of the bidder
Name and Designation
Date:
Seal:
22
Annexure 3
Format for columns to be supplied with each HPLC instrument
Columns with particle size 5 microns or less, compatible with HPLC system being quoted and
suitable for accurate and high throughput analysis of the parameters given in the table below, in
the cited numbers should be supplied along with each HPLC instrument free of cost.
The chemistry of the columns should be in accordance with the analysis of the
parameters given in the table below using the quoted HPLC system, and
chromatograms of each parameter at the quantification limit, using the quoted
columns should be included along with the quote, without which this condition
of the tender will not be considered to be met.
If any quoted column supplied with the system is not meeting the analytical
requirements, such columns shall be replaced with suitable one free of cost.
The unit rates quoted in the table below should hold valid for the entire
warranty period. The price mentioned in the table will be used for ordering
columns on need basis, after the supply of the system(s).
The rate of these columns, valid for the entire warranty period, should be mentioned separately.
Signature of Bidder
Name & Designation
Date:
Seal:
Sl.
No.
Parameter Part
Number
Column Specification Period
icity
of
replac
ement
(numb
er of
injecti
ons)
Quantity
required
Unit
price
INR
Total
price
INR
Remarks
1 Aflatoxin,
Sudan Dyes
I-IV
C-18 5cm x 4.6mm x 5umC-18 10cm x 4.6mm x 5um
C-18 25cm x 4.6mm x 5um
C-18 Guard Columns
2
2
1
15
Total 20
23
Annexure 4
FORMAT for prices of consumables of the HPLC system and Accessories
not covered in comprehensive warranty, for a period of 5 years
All spares for HPLC systems, and supporting accessories, should be necessarily covered under
comprehensive warranty, and should be replaced on priority on the event of a breakdown. The consumables
which are not covered under comprehensive warranty and which are required to be replaced
periodically should be listed and submitted in the format below.
Terms and conditions:
Required spares shall be readily available to minimize the breakdown period of the instrument. The
list prices of the consumables in the table above shall not be subject to change during the warranty
period.
1. During warranty period, we hereby certify that any item as and when required and not listed above,
irrespective of periodicity, shall be borne by us / our assignees and successors.
Signature of the bidder /Name & Designation
Date / Seal
Sl No. Instrument Part
No.
Name of
consumable
Periodicity of
replacement (based
on number of
injections, no. of
scans, pumped
solvent volume,
hours, etc,
whichever is
applicable
Quantity
required (5
year period
of
warranty)
Unit
price
(INR)
Total
Price
(INR)
Remarks
HPLC system 1
2
Supporting instruments (if any) 1
2
3
24
Annexure 5
Format for submitting User’s List
Model No. of
instruments
Complete
address of
installed site
Name, Designation,
contact number,
email id
Analysis
scope
(matrix)
Year of
installation
Current status
(opearational /
non-operational) Quoted model 1
2
3
…
Similar / comparable models 1
2
3
…
Terms and Conditions:
The minimum number of Indian end users for the quoted model is three (3).
Testimonial/ feedback from end users (preferably for quoted model)-minimum three users shall be
attached.
Signature of Bidder
Name and Designation
Date
Seal
25
Annexure 6
Format for Declaration by the Bidder
(to be given on company letter head)
Date:
To,
Secretary,
Spices Board,
Sugandha Bhavan, NH Byepass
Palarivattom PO,
Kochi – 682025, Kerala
Sub: Acceptance of Terms and Conditions of the Tender
Tender Reference and No. __________________
Name of Tender / Work: ____________________
Dear Sir,
I/ We have downloaded / obtained the tender document(s) for the above mentioned „Tender‟ from the
web site(s) namely:............................. as per your advertisement, given in the above mentioned website(s).
1. I / We hereby certify that I / we have read the entire terms and conditions of the tender documents from Page
No. 01 to ______ (including all documents like Annex(s), table(s), etc .,), which form part of the contract agreement
and I / we shall a bide hereby by the terms / conditions / clauses contained therein.
2. The corrigendum(s) issued from time to time by your department/ organization too have also been taken
into consideration, while submitting this acceptance letter.
3. I / We hereby unconditionally accept the tender conditions of above mentioned tender document(s) /
corrigendum(s) in its totality / entirety.
4. I / We do hereby declare that our Firm has not been blacklisted/ debarred by any Govt. Department/Public
sector undertaking.
5. I / We certify that all information furnished by the our Firm is true & correct and in the event that the
information is found to be incorrect/untrue or found violated, then your department/ organization shall without
giving any notice or reason therefore or summarily reject the bid or terminate the contract , without prejudice to
any other rights or remedy including the forfeiture of the full said earnest money deposit absolutely.
Yours Faithfully,
(Signature of the bidder, with Official Seal)
26
Annexure 7
Format for Submitting Details for Service and Application Support
Location Name of
Service Person
Field of
expertise
(Service or
Application)
Experience in
this firm with
same or similar
experience
(Years)
Total work
experience
(Years)
1 Mumbai 1)
2)
….
Signature of Bidder
Name and Designation
Date
Seal
27
Annexure 8
Format for Submission of data for Performance Criteria
The data required for performance evaluation should be submitted in separate sections, with
separate section header pages, supported by required data with page numbers.
The format for section header pages are given below.
3 A demonstrable LOQ of 0.5g/kg or
better, for Aflatoxin B1 spiked in a blank
chilli matrix with immunoaffinity
column cleanup, Fluorescnce detector.
Provide chromatograms copies, S/N
values and technique, and extraction
method used.
LOQ Achieved Validation parameters
Complying: Yes / No
Data Attached: Yes/No
LOQ = ___ g/kg
(method used in page no. ---,
data and chromatograms in page
no. ---)
Repeatability (6 replicates) =
Recovery at 0.5g/kg spike
level =
(data and chromatograms
in page no. ----
Also include details of any
other parameter included in
validation
4 A demonstrable LOQ of 100 g/kg or
better, for the dyes Sudan I – IV dyes
spiked in blank turmeric matrix, UV
detector. Provide chromatograms copies,
S/N values and technique, and extraction
method used.
LOQ Achieved Validation parameters
LOQ for <each dye> = ___ g/kg
(method used in page no. ---,
data and chromatograms in page
no. ---)
Repeatability (6 replicates) =
Recovery at 100g/kg
spike level
for
<each dye> =
(data and chromatograms
in page no. ----)
Also include details of any
other parameter included in
validation
28
Terms and Conditions
Under each section, a brief summary of the data submitted should be given.
1. All details of methods and accessories used (including COA of reference standards used,
HPLC columns etc) for each test in the performance evaluation should be provided in the appropriate
sections.
2. The following undertaking should be given at the end of each section: "We certify that the
data submitted is generated using the quoted model of the instrument, and that the same performance
can be demonstrated at the laboratory after completion of installation and qualification."
Signature of the bidder
Name and Designation
Date
Seal
29
Annexure 9
I. Format for submitting financial bid online
The financial bid should be submitted online via MSTC e-commerce website (please refer to
Appendix-1) in the format given below. This format is not for submission as print
document, and is only for guidance while submitting the financial bid online.
Label Financial Head Entry to be made online Component
a Select Currency SELECT CURRENCY (90)
b Rate of per instrument Enter Value Neumeric text only (7)
c Select Currency SELECT CURRENCY (90)
d Total cost of 2 instruments Enter Value Neumeric text only (7)
e Select Currency SELECT CURRENCY (90)
f Total cost of all accessories for 2
instruments Enter Value Neumeric text only (7)
g Select Currency SELECT CURRENCY (90)
h All freight, insurance, transportation
charges etc. for 2 instruments Enter Value Neumeric text only (7)
i Select Currency SELECT CURRENCY (90)
j
Total buyback discount offered for 2
HPLC systems offered under
buyback See Annexure 1 for details
Enter Value Neumeric text only (7)
k Total d+f+h-j (will be calculated by the
system)
30
Annexure 10
Format for Optional Items
Sl No. Item Part number Unit price in
INR
Total Price Remarks
1
2
….
Terms and Conditions
1. The prices for items which are quoted as optionals should be submitted in this format. The
prices quoted for these items should be valid for 5 years. The rate quoted should include 5 years
warranty.
2. These rates would not be used in comparative financial statements, and ordering the items
will be on undertaken on need basis after placing purchase order with the successful bidder.
Signature of the Bidder
Name and Designation
Date:
Seal:
31
Annexure 11
Undertaking by the Bidder for Comprehensive Warranty and special tender conditions
(To be submitted on company letterhead)
To Date:
Secretary,
Spices Board,
Sugandha Bhavan, NH Byepass,
Palarivattom,
Kochi
Sub: Acceptance of comprehensive warranty terms and conditions of the tender
Tender Reference No. and Date:
Details of the Tender: Procurement of 02 Nos. of HPLC Systems for the Spices Board's Quality
Evaluation Laboratory at Mumbai.
Dear Sir,
In compliance with the Spices Board Tender referred above, we hereby declare the following:
1. The instruments supplied by us to all the installation locations will have
comprehensive warranty for a period of 5 years from the date of installation.
2. The comprehensive warranty will cover the complete system, including all spares and
all consumables which are not listed out in Annexure 4 of the tender documents.
3. The comprehensive warranty will all the supporting systems quoted along with the
system, including all spares and all consumables which are not listed out in Annexure 4 of the
tender documents
4. On receipt of the purchase order for the above instruments, we will submit individual
performance securities for each instrument supplied, valid till 60 days beyond the date of
completion of all contractual obligations, including the comprehensive warranty, in
accordance with the requirements under Section XII, point 4 of the tender document.
5. The warranty as above, will cover the instrument calibration (including mass
calibration) of all the supplied instruments, in accordance with Section XI of the tender
document.
In addition to the above, we also agree to abide by the following specific technical
conditions if we are awarded the purchase:
....continued overleaf...
32
Specific Conditions of the Tender – Technical
1. The calibration of the HPLC instrument will be performed by the supplier at intervals
of 6 months, throughout the warranty period. This is an essential clause of the warranty.
2. Valid solutions (Anthracene/caffeine or any other standard solution, as required) will
be carried to the site and used by the engineer who performs the calibrations and the validity
certificate and certificate of analysis of the solution used will be attached along with each
calibration report.
3. The complete HPLC system package, inclusive of the supporting instruments listed in
the tender document, will be covered in the 5-year comprehensive warranty. During the
comprehensive warranty period, any spare or accessory that is found faulty will be replaced
free of charge.
4. During the period of comprehensive warranty, each breakdown will be attended
promptly by the service department and telephonic support will be provided without delay. In
case it is felt by the laboratory that an on-site visit is required, then such a visit will be
arranged within 24 hours of email intimation by the laboratory.
5. Any consumables that are not covered under the 5-year comprehensive warranty are
listed in Annexure 4 and submitted along with the tender. All items that are not listed in
Annexure 4 will be replaced free of charge when required.
6. The performance qualification of the instrument will include method development,
standardization, validation and training of laboratory personnel, for trace level analysis of
mycotoxins and illegal dyes in spices.
Yours faithfully,
(Signature of the bidder with official seal)
33
Annexure 12
CHECKLIST FOR THE BIDDER
No. Particulars Document attached? Ref No. /Page No.
1. Signed copy of all the pages of the
tender notice published in Spices Board
website / MSTC website
2. Tender fee paid online at MSTC website
Details:
Amount Rs. _______________
Date _______________
3. EMD Details:
DD No. ____________
Amount ____________
Date ____________
4. Annexures of Technical Bid:
a. Annexure 1: compliance with technical
specifications
b. Annexure 2: Format for submitting
detailed technical compliance statement
with specifications
c. Annexure 3: Details of columns
d. Annexure 4: Details of consumables not
covered under comprehensive warranty
e. Annexure 5: User‟s List
f. Annexure 6: Declaration by the bidder
g. Annexure 7: Service support declaration
h. Annexure 8: Format for submission of
data for performance criteria
i. Annexure 9: Financial bid format
j. Annexure 10: Optional items quoted
k. Annexure 11: Undertaking by the Bidder
for Comprehensive Warranty
Financial bid is to be submitted online in MSTC e-commerce website.
_______________
34
1
Process of E-tender
A). Registration: The process involves vendor‘s registration with MSTC e-
procurement portal which is free of cost. Only after registration, the vendor(s) can
submit his/their bids electronically. Electronic Bidding for submission of techno-
commercial Bid as well as Price Bid over the internet will be done. The Vendor
should posses Class III signing type digital certificate. Vendors are to make their own
arrangement for bidding from a P.C. connected with Internet. MSTC/Spices Board is
not responsible for making such arrangement. (Bids will not be recorded without
Digital Signature).
SPECIAL NOTE: THE PRICE BID AND THE COMMERCIAL BID HAS TO BE
SUBMITTED ON-LINE AT
http://www.mstcecommerce.com/eprochome/spiceb/buyer_login.jsp
Contact person (MSTC):
1. Arnab Sarkar – Mob- 9986036012 [email protected]
2 Mr. Ravindranath Mob-7676456095 [email protected]
B) System Requirement:
Windows 98 /XP-SP3 & above/Windows 7 Operating System
a.i.1.a.i.1.a.i. Vendors are required to register themselves online with
www.mstcecommerce.com→ e-Procurement→ PSU/Govt depts. →Spices
Board→Register as Vendor Filling up details and creating own user id and
password→ Submit.
a.i.1.a.i.1.a.ii. Vendors will receive a system generated mail confirming their
registration in their email which has been provided during filling the registration
form. In case of any clarification, please contact MSTC/Spices Board, (before the
scheduled time of the e- tender).
2
(A) Part I techno-commercial bid will be opened electronically on specified date and
time as given in the NIT. Bidder(s) can witness electronic opening of bid.
(B) Part II Price bid will be opened electronically of only those bidder(s) whose Part
I Techno-Commercial Bid is found to be Techno-Commercially acceptable by Spices
Board. Such bidder(s) will be intimated date of opening of Part II Price bid, through
valid email confirmed by them.
Note:
The tenderers are advised to offer their best possible rates. There would generally be
no negotiations hence please submit your most competitive prices while submitting
the price bid. However in case the lowest rate appears to be reasonable taking into
account the prevailing market conditions, the order may be awarded to the lowest
bidder and if the rate is still considered high, action as per prevailing
instruction/guideline shall be taken.
3 All entries in the tender should be entered in online Technical & Commercial
Formats without any ambiguity
35
4
Special Note towards Transaction fee The vendors shall pay the transaction fee
using “Transaction Fee Payment” Link under “My Menu” in the vendor login. The
vendors have to select the particular tender from the event dropdown box. The
vendor shall have the facility of making the payment either through NEFT or Online
Payment. On selecting NEFT, the vendor shall generate a challan by filling up a
form. The vendor shall remit the transaction fee amount as per the details printed on
the challan without making change in the same. On selecting Online Payment, the
vendor shall have the provision of making payment using its Credit/ Debit Card/ Net
Banking. Once the payment gets credited to MSTC‘s designated bank account, the
transaction fee shall be auto authorized and the vendor shall be receiving a system
generated mail.
Transaction fee is non-refundable.
A vendor will not have the access to online e-tender without making the payment
towards transaction fee.
NOTE : The bidders should submit the transaction fee well in advance before the
last date of submission of tender as they will be activated for bid submission only
after receipt of transaction fee by MSTC.
Contact Details: Fax No. : 033- 22831002
Email ids: [email protected]
Bidders may please note that the transaction fee should be deposited by debiting the
account of the bidder only; transaction fee deposited from or by debiting any other
party‘s account will not be accepted. Transaction fee is non-refundable.
In case of failure to make payment towards Transaction fee for any reason, the
vendor, in term, will not have the access to online e-tender.
5
Vendors are instructed to use Upload Documents link in My menu to upload
documents in document library. Multiple documents can be uploaded. Maximum size
of single document for upload is 4 MB.
Once documents are uploaded in the library, vendors need to attach documents
through Attach Document link against the particular tender. For further assistance
please follow instructions of vendor guide.
6
All notices and correspondence to the bidder(s) shall be sent by email only during
the process till finalization of tender by Spices Board as well as by MSTC (e-
procurement service provider). Hence the bidders are required to ensure that their
corporate email I.D. provided is valid and updated at the stage of registration of
vendor with MSTC (i.e. Service Provider). Bidders are also requested to ensure
validity of their DSC (Digital Signature Certificate).
7
a.i.1.a.i.1.a.i. Please note that there is no provision to take out the list of parties
downloading the tender document from the web site mentioned in NIT. As such,
bidders are requested to see the web site once again before the due date of tender
opening to ensure that they have not missed any corrigendum uploaded against the
said tender after downloading the tender document. The responsibility of
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downloading the related corrigenda, if any, will be that of the downloading parties.
a.i.1.a.i.1.a.ii. No separate intimation in respect of corrigendum to this NIT (if any)
will be sent to tenderer (s) who have downloaded the documents from web site.
Please see website http://www.mstcecommerce.com/eprochome/spiceb of MSTC
Ltd.
8 E-tender cannot be accessed after the due date and time mentioned in NIT.
9
Bidding in e-tender & Reverse auction:
a) Bidder(s) need to submit necessary EMD, Tender fees (If ANY) and Transaction
fees to be eligible to bid online in the e-tender. Tender fees and Transaction fees are
non refundable. No interest will be paid on EMD. EMD of the unsuccessful bidder(s)
will be refunded by Spices Board. EMD should be sent in physical to Spices Board
Kochi before the last date of submission of bid.
b) The process involves Electronic Bidding for submission of techno-commercial
Bid as well as Price Bid.
c) The bidder(s) who have submitted the above fees can only submit their techno-
commercial Bids and Price Bid through internet in MSTC website
www.mstcecommerce.com→ e-procurement →PSU/Govt Depts→Spices board
Login →My menu→ Auction Floor Manager→ live event →Selection of the live
event→
d) The bidder should allow to run an application namely enApple by accepting the
risk and clicking on run. This exercise has to be done twice immediately after
clicking on the Techno-Commercial bid. If this application is not run then the bidder
will not be able to save/submit his bid.
e) After filling the Techno-Commercial Bid, bidder should click “save” for recording
their Techno-Commercial bid. Once the same is done, the Price Bid link becomes
active and the same has to filled up and then bidder should click on “save” to record
their price bid. Then once both the Techno-Commercial bid & price bid has been
saved, the bidder can click on the “Submit” button to register their bid
f) In all cases, bidder should use their own ID and Password along with Digital
Signature at the time of submission of their bid.
g) During the entire e-tender process, the bidders will remain completely anonymous
to one another and also to everybody else.
h) The e-tender floor shall remain open from the pre-announced date & time and for
as much duration as mentioned above.
i) All electronic bids submitted during the e-tender process shall be legally binding
on the bidder. Any bid will be considered as the valid bid offered by that bidder and
acceptance of the same by the Buyer will form a binding contract between Buyer and
the Bidder for execution of supply. Such successful tenderer shall be called hereafter
SUPPLIER.
j) It is mandatory that all the bids are submitted with digital signature certificate
otherwise the same will not be accepted by the system.
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k) Buyer reserves the right to cancel or reject or accept or withdraw or extend the
tender in full or part as the case may be without assigning any reason thereof.
l) No deviation of the terms and conditions of the tender document is acceptable.
Submission of bid in the e-tender floor by any bidder confirms his acceptance of
terms & conditions for the tender.
m) Unit of Measure (UOM) is indicated in the e-tender Floor. Rate to be quoted
should be in Indian Rupee as per UOM indicated in the e-tender floor/tender
document.
10 Any order resulting from this open e-tender shall be governed by the terms and
conditions mentioned therein.
11 No deviation to the technical and commercial terms & conditions are allowed.
12 After submitting online bid, the bidder cannot access the tender, once it has been
submitted with digital signature
13 Spices Board, Kochi has the right to cancel this e-tender or extend the due date of
receipt of bid(s) without assigning any reason thereof.
14
The online tender should be submitted strictly as per the terms and conditions and
procedures laid down in the website
http://www.mstcecommerce.com/eprochome/spiceb of MSTC Ltd.
15
The bidders must upload and attach all the documents required as per terms of NIT.
Any other document uploaded which is not required as per the terms of the NIT shall
not be considered.
16 The bid will be evaluated based on the filled-in technical & commercial formats.
17
The documents uploaded and attached by bidder(s) will be scrutinized. In case any of
the information furnished by the bidder is found to be false during scrutiny, EMD of
defaulting bidder(s) will be forfeited. Punitive action including suspension and
banning of business can also be taken against defaulting bidders.
18 Vendors can refer to the pdf document in the below link for MSTC’s e-Procurement
Portal Guidelines
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